Using Annotations

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Applies to , ,

Overview

Use annotations to send your staff important information about a particular day. You can send a general announcement, let your staff know that time off isn’t allowed, or let your staff know that your business will be closed that day.

You can also use annotations from your iPhoneiPad, or Android phone.

Things to know before you begin

  • You must have account holder, manager, or supervisor access privileges to add annotations. If you’re a supervisor, you can add annotations for your schedules only.
  • Only one annotation can appear at a time in the “Important Upcoming Date” section of My Schedule. The exception is if there are annotations on the same day within different schedules.
  • Only announcement annotations appear on the Dashboard and schedule in the iOS and Android mobile apps.
  • Employees cannot click URLs that you enter in the annotation message. However, they can manually type the URL into a web browser.

Types of annotations

Each annotation has one or more types that determine how the annotation is displayed to your employees. An annotation can have one, two, or all three types.

TypeBusiness Closed
DescriptionPosts a message to the Schedule view that indicates your business is closed on the selected days.
TypeDon’t Allow Time Off
DescriptionPosts a message to the Schedule view1 that indicates time time off isn’t allowed on the selected days, and prevents staff from submitting time off requests. Supervisors and managers can still submit time off requests for those days for themselves and on behalf of employees.
TypeAnnouncement
DescriptionPosts a message to the Schedule view and dashboard2 that applies to the selected days.
Type Description
Business Closed Posts a message to the Schedule view that indicates your business is closed on the selected days.
Don’t Allow Time Off Posts a message to the Schedule view1 that indicates time time off isn’t allowed on the selected days, and prevents staff from submitting time off requests. Supervisors and managers can still submit time off requests for those days for themselves and on behalf of employees.
Announcement Posts a message to the Schedule view and dashboard2 that applies to the selected days.

1 When I Work web app and When I Work Scheduling app for Android only
2 Mobile apps only; iOS displays annotations that occur in the next eight days (including today), Android displays annotations that occur in the next seven days (including today)

Create an annotation

  1. Go to the Scheduler.
  2. Make sure you’re in week view. The Week button above the schedule is highlighted green if you’re in week view.
  3. Next to the date in the column header of the schedule, click Chat.Add annotation
  4. Set up the annotation.
    1. (Required) Select the Start Date and End Date.
    2. (Optional) Click Pencil button to select the color you want the annotation to be highlighted with.
    3. (Required) Select which Schedules the annotation applies to.
    4. (Required) Enter a Title for the annotation.
    5. (Optional) Enter a Message to go along with the annotation.
    6. (Required) Select which Type of annotation you want to add.
  5. Click Save.

After you save, the annotation appears in the When I Work app. Annotations appear in different areas of the app depending on which type you add.

Examples

Each type of annotation displays on the My Schedule page under Important Upcoming Date. Dates in the schedule are also highlighted if an annotation has been added. Hover over the  Chat  icon to view the annotation’s details.Important Upcoming Date

Don’t Allow Time Off annotations also display when a user is selecting dates while requesting time off. Days are highlighted in red if time off is prevented.Time off prevented

Updated on August 16, 2018

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